Administrative Associate - Grants Management

El Paso Community College • El Paso, TX

365d

About The Position

Provide administrative support in an office environment with a variety of complex, technical and confidential tasks. Position requires the use of judgment and discretion to handle administrative matters following policy in supervisor's absence or to relieve supervisor. In-person work on campus is an essential function of this position. Assist with the coordination and administration of office operations to include establishing and implementing office practices and procedures. Assist with policy and procedure changes. Provide work direction and training to other administrative support staff and student workers. Perform complex and confidential administrative support duties, including composing and typing routine correspondence. Conduct research, compile and type statistical reports, and verify accuracy. Respond to routine correspondence under own signature or draft response for supervisor's review on more complex correspondence. Organize and maintain routine and confidential files, correspondence, and other records. Assist with preparation of course related documentation, (i.e. rosters and personnel related documents.). Maintain the Microsoft ACCESS-based comprehensive database used to capture, update, and maintain all grant-specific data generated by the Grants Management Office and which must be capable of providing accurate reports of workload status and activities. Greet visitors, respond or refer questions, answer and screen telephone calls, schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including e-mail and faxes. Assist in a variety of fiscally related tasks to include monitoring of expenditures, verifying charges and resolving issues. Prepare and process check requests, purchase requisitions, budget transfers, and journal entries. Order and maintain supplies and arrange for equipment maintenance. Coordinate large ordering processes (i.e. textbooks). Provide related administrative assistance to faculty and staff when associated with management of grants. Coordinate and arrange meetings and conferences, prepare agendas and materials, distribute summary of proceedings, reserve and prepare facilities, and record and transcribe minutes of meetings. Arrange and coordinate catering, travel schedules, and reservations, including related expense reports. Process Abstracts for Board of Trustees meetings to include assisting with proofreading, grammar, format, account budget information, gathering supporting documentation, and meeting submission deadline to President's office. Perform other related duties as assigned.

Requirements

• Associate's Degree and three (3) years of related experience or an equivalent combination of education and experience.
• Effective oral and written communication skills.
• Ability to handle confidential information.
• Ability to establish and maintain effective working relationships.
• Effective customer service skills.
• Proficient with Microsoft Office Suite, especially Word, Excel, and ACCESS.
• Ability to maintain current social media websites.
• Effective time management and organizational skills.
• Ability to analyze and interpret data.

Responsibilities

• Provide administrative support in an office environment.
• Handle complex, technical, and confidential tasks.
• Use judgment and discretion in administrative matters.
• Assist with coordination and administration of office operations.
• Establish and implement office practices and procedures.
• Provide work direction and training to other administrative support staff and student workers.
• Perform complex and confidential administrative support duties.
• Conduct research and compile statistical reports.
• Respond to routine correspondence and draft responses for supervisor's review.
• Organize and maintain routine and confidential files.
• Maintain a Microsoft ACCESS-based comprehensive database.
• Greet visitors and respond to inquiries.
• Schedule and arrange conference calls.
• Process check requests, purchase requisitions, and budget transfers.
• Order and maintain office supplies.
• Coordinate meetings and conferences, prepare agendas, and record minutes.
• Assist with proofreading and gathering documentation for Board of Trustees meetings.

Benefits

• Equal Opportunity Employer
• Criminal background check required
• Application submission guidelines provided

What This Job Offers

• Industry: Educational Services
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees